Executive Assistant/n Location: Perth, Western Australia

Project: Decommissioning Project

Reporting to: Project Director / Project Manager

Employment Type: Fixed Term / Contract Position Overview/n Zenith Energy Australia is seeking an experienced Executive Assistant / Project Coordinator to provide high-level administrative and coordination support to the Project Leadership Team delivering an important Decommissioning Program. /n The role will provide executive support to the project leadership team while coordinating the day-to-day administrative, governance, meeting and office activities required for the effective operation of the project. /n This is a hands-on project role suited to an organised, proactive individual who is comfortable working within a fast-paced engineering and project delivery environment and coordinating across senior management, technical and functional teams, subcontractors and external stakeholders.

Key Responsibilities Executive & Leadership Support/n /n

- /n Provide high-level administrative support to the Project Director, Project Manager and wider Project Leadership Team. /n
- /n Coordinate diaries, meetings, appointments and project leadership activities. /n
- /n Coordinate internal and external meetings, including meetings with the Commonwealth, subcontractors and other project stakeholders. /n
- /n Prepare and coordinate meeting agendas, briefing materials, presentations and meeting packs. /n
- /n Support the preparation, formatting and coordination of project correspondence, reports, presentations and briefing notes. /n
- /n Coordinate leadership and project-related travel, accommodation and associated arrangements where required. /n
- /n Assist the Project Leadership Team in managing competing priorities, commitments and project deadlines. /n
- /n Handle confidential and commercially sensitive information with appropriate discretion. /n Project Administration & Secretariat/n /n
- /n Provide secretariat support for Project Leadership Team and other key project meetings. /n
- /n Establish and maintain the project meeting calendar and recurring meeting cadence. /n
- /n Coordinate meeting agendas and inputs from relevant project personnel. /n
- /n Record meeting minutes, decisions, actions and agreed outcomes. /n
- /n Maintain project action and decision registers and proactively follow up responsible personnel to support timely close-out. /n
- /n Coordinate project workshops, reviews, planning sessions and other project activities. /n
- /n Assist with the coordination and collation of weekly, monthly and other periodic project reporting inputs.



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- /n Maintain project contact lists, distribution groups, organisation charts and key personnel information. /n
- /n Support the Project Manager and leadership team with general project coordination and administrative requirements. /n
- /n Assist in coordinating onboarding and offboarding activities for project personnel. /n Project Governance & Reporting Support/n /n
- /n Provide administrative support to the project's governance and management processes. /n
- /n Maintain and coordinate key project governance calendars, meeting schedules, reporting cycles and administrative deadlines. /n
- /n Support the administration and maintenance of project registers including, as applicable: /n /n - /n action registers; /n - /n decision registers; /n - /n project correspondence registers; /n - /n deliverables and commitments registers; /n - /n lessons learned registers; and /n - /n governance and management action trackers. /n /n
- /n Support the Project Manager and functional leads in monitoring outstanding actions, commitments and required responses. /n
- /n Coordinate and collate inputs from project functions for management reports, leadership reviews and stakeholder meetings. /n
- /n Assist in maintaining project organisation charts, governance structures, responsibility matrices and associated project management information. /n
- /n Support preparation and administration of project assurance reviews, audits and governance meetings. /n
- /n Assist with maintaining appropriate project records and supporting evidence for key decisions, approvals and project activities. /n
- /n Work closely with Project Controls, Commercial, HSEQ and other functional teams to ensure project administrative information is appropriately coordinated and maintained. /n Project Office & Team Coordination/n /n
- /n Working along side the Office Manager support the productive day-to-day operation of the project office. /n
- Maintain project office contact and emergency information in conjunction with relevant project functions.

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- /n Coordinate stationery, office supplies and other general office requirements. /n
- /n Assist with project team communications, notices and administrative updates. /n




- /n Coordinate project team events and functions as required. /n
- /n Liaise with Zenith corporate support functions to resolve project office and administrative requirements. /n Key Interfaces/n The Executive Assistant / Project Coordinator will work closely with: /n /n
- /n Project Director; /n
- /n Project Manager; /n
- /n Project Leadership Team; /n
- /n Project Controls Manager and team; /n
- /n Commercial & Procurement team; /n
- /n HSEQ and Regulatory personnel; /n
- /n Document Control; /n
- /n Engineering and Technical Leads; /n
- /n Zenith corporate support functions; /n
- /n Client project personnel; and /n
- /n Project subcontractors and external stakeholders. /n Qualifications & Experience/n /n
- /n Previous experience as an Executive Assistant, Project Administrator, Project Coordinator or similar role within a project-based environment. /n
- /n Experience within oil & gas, energy, engineering, construction, resources, infrastructure or another major-project environment is highly desirable. /n
- /n Demonstrated experience supporting senior managers and multidisciplinary project teams. /n
- /n Strong experience coordinating meetings, agendas, minutes, actions and project administration. /n
- /n Experience maintaining project registers, trackers and governance information. /n
- /n Strong Microsoft Office skills, particularly Outlook, Word, Excel, PowerPoint and Teams. /n
- /n Experience working with document management or project management systems would be advantageous. /n
- /n Experience supporting government or highly regulated projects would be advantageous. /n Skills & Attributes/n /n
- /n Highly organised with strong attention to detail. /n
- /n Proactive and able to anticipate the requirements of senior project personnel. /n
- /n Strong written and verbal communication skills. /n
- /n Able to confidently engage with senior management, technical personnel and external stakeholders. /n
- /n Strong ability to prioritise and coordinate multiple activities and deadlines. /n
- /n Comfortable following up actions and commitments across a multidisciplinary team. /n
- /n Able to work independently while operating effectively as part of an integrated project team. /n
- /n Professional and discreet when handling confidential or sensitive information. /n
- /n Strong sense of ownership and willingness to take responsibility for ensuring administrative activities are completed. /n
- /n Practical, adaptable and comfortable working within a dynamic project environment. /n /n

📌 Executive Assistant (Perth)
🏢 Zenith Energy Australia
📍 Perth